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HomeMy WebLinkAboutCRC-04-01-09CRC Meeting April 1, 2009 1 CARMEL REDEVELOPMENT COMMISSION Meeting, Wednesday, April 1, 2009 President Ron Carter called the meeting to order at 6:43 p.m. Commission members Carolyn Anker, Bill Hammer and Jeff Worrell were present, constituting a quorum. Also present were Les Olds, Sherry Mielke, Don Cleveland, Andrea Stumpf and Matt Worthley. Others present: Rick Osborn, Cheryl Walker, Kevin Rider, Mike Anderson, Dan Moriarity and Brandon Bogan The Pledge of Allegiance was said. Award Contracts for Parcel 73 – CCC Phase 1 Perimeter Backfilling Project Mr. Olds stated he has received a recommendation from Signature Construction, the Construction Manager (CM) regarding the bids. The CM examined all the bids and found the low bidder had made a number of mistakes in the bid form and were allowed to withdraw their bid. The CM makes the recommendation the awarding of the contract go to Yarberry Landscaping and Earth Systems in the amount of $189,000 plus the amount of money for general conditions and contingency. The Commission is requested to authorize the expenditure of $232,122.96 for the project. This cost is significantly under the estimate which was originally $500,000. Mr. Carter noted that with the low bidder removing their bids, the awarded contract is only increasing the cost by approximately $2,000. Mr. Hammer moved for approval and seconded by Mr. Worrell. Mr. Hammer questioned if there was a pre-bid conference. Mr. Olds stated there was. The low bidder simply misinterpreted several of the items. The approval of the recommended construction bid by Yarberry Landscaping and Earth Systems in the amount of $232,122.96 was unanimously approved. RPAC Food Service Construction/Rough-In Cost Mr. Olds stated that in a previous meeting, a presentation was made regarding changes to the box tier level of the concert hall to reflect proposals by a number of vendors and operators to provide the most flexibility. The CM stated any upgrades/changes needed to be made quickly to accommodate the construction schedule. The proposal provides the construction and rough-ins of the additional warming kitchens on the box tier level as well as the rough-in of the full-service kitchen area on the lower level. No determination is made at this time on how the food service operation should be run. This option provides the “maximum flexibility” for the food service operations. This cost is not in CRC Meeting April 1, 2009 2 the budget approved by the Commission. The funds available from the TIF funds will cover the cost. Mr. Hammer stated that during the visit to Nashville to see the Schermerhorn Center, they learned the food service is an important component of the center as a revenue- generating facility. Mr. Worrell stated work on this decision began six months ago. The warming kitchens are an important part of the food service operations. The roughing-in of the kitchen on the lower level is at a minimal expense and allows the CRC to proceed in either direction for food service operator. Mr. Carter thanked those individuals, including Kevin Rider, for the consultations on this issue. Mr. Worrell moved to approve the RPAC prime contracts for the kitchen revisions as requested. Seconded by Mr. Hammer. Ms. Anker questioned if the Commission needed to stipulate the fund source for the kitchen. Mr. Carter felt there was no need. The motion to approve revisions to the 2nd floor to accommodate the additional construction and rough-in for the food services operation in the amount of $206,859 and revisions to the basement warming kitchen in the amount of $40,532, with the total amount of change orders for kitchen revisions of $247,391 was passed unanimously. VFW Temporary Lease at Providence at Old Meridian Mr. Olds stated that part of the negotiations with Keystone Construction and the VFW, one issue was the temporary relocation of the VFW. The developer has prepared a package and will be building a new facility for the VFW on Old Meridian. The current facility is the only thing left on the site – all other hazardous material and structures have been removed. The VFW building needs to be demolished, hauled away and the ground prepared to stay on schedule. The VFW has agreed to relocate on a temporary basis. A six month lease has been suggested at an existing location at Providence at Old Meridian. The equipment will be removed on April 13th and 14th. The move will help the CRC stay on schedule with the developer and allow the Commission to continue to prepare the property for development. The Commission is asked to approve a six-month lease with lease base of $47,454 and operating cost of $13,804.80 for a total cost of $61,258.80. Mr. Carter stated the six month lease rate is at $7,909 per month with operations costs at $2,300.80 per month. Mr. Worrell questioned what happens at the end of six months if the VFW is not permitted to move into their new facility. Mr. Olds stated the lease provision has a hold- over so that is the developer is unable to build the new structure within six months, the CRC can hold over the lease with an increase of 125% of the lease rate. Mr. Olds stated CRC Meeting April 1, 2009 3 the developer feels very confident that the building can be constructed in six months. Discussion regarding the aggressive construction schedule ensued. Mr. Carter requested clarification of who pays the rent once the six months is over. Mr. Olds stated they are requesting the developer assume the extra cost but this has not been finalized at this point. Mr. Carter suggested making the cost a “maximum” amount. Mr. Hammer moved the CRC enter into funding for the relocation for a temporary lease for the VFW at Providence at Old Meridian at a maximum cost for a period of six months not to exceed $61,258.80 for the lease and common area expenses. Seconded by Mr. Worrell and unanimously approved. Old Business No old business at this time. New Business Mr. Carter stated his concerns with the Clerk-Treasurer in regards to Ms. Mielke’s discussion with the Clerk-Treasurer pertaining to whether or not access would be restored to the PAC bank account. Ms. Mielke has had access in the past and is no longer granted permission. Discussion ensued. Ms. Anker stated her opinion of how ridiculous the situation of someone who the Commission grants authority to manage their funds is not allowed access to a read-only online bank statement. Mr. Carter will set up an appointment with Ms. Cordray and resolve the issue. Adjournment Mr. Hammer moved the meeting be adjourned and seconded by Mr. Worrell. The meeting was adjourned at 7:07 p.m.